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UNIT 6 SOFTWARE PACKAGES: FEATURES

Structure

6.0 Objectives

6.1 Introduction

6.2 Evolution of Library Automation Software

6.3 General Functions of Library Automation Software

6.4 Requirements for Library Automation Software

6.4.1 System Requirements

6.4.2 Functional Requirements

6.5 Implementation of Library Automation Software

6.6 Library Automation Software Packages Available in India

6.6.1 Softwares of Foreign Origin

6.6.2 Softwares Developed over Foreign Packages

6.6.3 Softwares of Indian Origin

6.7 Evaluation of Library Automation Software

6.7.1 Criteria for Evaluation

6.7.2 Comparison of Automation Packages

6.8 Trends and Future Directions

6.9 Summary

6.10 Answers to Self Check Exercises

6.11 Keywords

6.12 References and Further Reading

6.0 OBJECTIVES

After going through this Unit you will be able to:

� understand functions and requirements of library automation packages;

� evaluate a library automation package; and

� know features of library automation packages available in India and trace their path

of development.

6.1 INTRODUCTION

Software is defined as a set of related computer programs (stored set of instructions) that

governs the operation of computer system and makes the hardware run. The software

for a computer system may be classified as system software (e.g. Operating System)

and application software. System software is responsible for the overall management of

the computer resources whereas application software is designed to perform certain

tasks and thereby make computers able to perform different predefined jobs. Library

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automation software, as application software, performs day-to-day library activities through

human interventions. Library automation packages are developed in view of the two

most essential activities of any library – housekeeping and information retrieval.

An automated library is one where a computer system is used to manage the library’s key

functions such as acquisitions, serials control, cataloguing, circulation and the public access

catalogue. There are basically three strategies that can be followed for automation or

mechanisation of library operations:

� Adopting a piecemeal approach, converting individual operations one at a time.

� Going directly for a fully automated system.

� Working towards an integrated, computerised system progressively, using a ‘planned

installation’ approach.

Library Management Systems (LMSs) are now established as an essential tool in the

support of effective customer service, stock management and management of library

services. These are based on knowledge and experience of library professionals over the

centuries. The rapid growth in the use of hardware, software, connectivity, and reduced

costs has resulted in the development of LMSs. Current LMSs are integrated systems,

based on relational database architecture. In such systems, files are interlinked so that

deletions, additions and other changes in one file automatically activate appropriate changes

in related files. The market for LMSs is now a mature one in India. Almost all special

libraries and larger academic libraries in India have either adopted a computer-based

system or planning actively to go for library automation.

6.2 EVOLUTION OF LIBRARY AUTOMATION

SOFTWARE

Software upgradation is a continuous process. LMSs are no exception. A critical study of

development of LMSs were the years suggests the developments that LMSs may be

divided into four generations on the basis of sophistication of their capabilities, facilities

for integration and interconnectivity. The LMSs developed in all parts of the world from

mid 1970s to till date may be fitted into one of these four periods.

� The first generation LMSs were module-based systems with no or very little

integration between modules. Circulation module and cataloguing module were the

priority for these systems and were developed to run on specific hardware platform

and proprietary operating systems.

� The second generation LMSs became portable between various platforms with the

introduction of UNIX and DOS based systems. The LMSs of this generation offered

links between systems for specific functions and were command driven or menu

driven systems.

� The third generation LMSs were fully integrated systems based upon relational

database structures. They were based on a range of standards, which was a significant

step towards open system interconnection. Colour and GUI features, such as

windows, icons, menus and direct manipulation have become standards and norms

in this generation. They operate in client-server setup.

� The fourth generations LMSs are based on web architecture and facilitate

access to other servers over the Internet. These systems allow accessing

multiple information sources from single window user interface and support

digital archiving.

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Sl. Features 1st Generation 2nd Generation 3rd 4th Generation

No. Generation

1 Programming Low level COBOL, 4 GL OOPS

Language language PASCAL, C

2 Operating System In house Proprietary, UNIX, UNIX, Windows,

MSDOS Windows, Linux

3 DBMS Non-standard Hierarchical Entity Relation Object oriented

and Network model model

model

4 Import/Export None Limited Standard Fully integrated

and seamless

5 Communication Limited Some interface Standard Full connectivity

across Internet

6 Portability Machine Machine Multi-vendor Multi-vendor and

dependent independent Platform

and hardware but Platform independent

specific dependent

7 Reports Fixed format Fixed format Customised Customised report

and limited and unlimited report generation

fields fields generation with e mail

interface

8 Colour None None Available Fully available

with Multimedia

9 Capacity of Limited Improved Unlimited Unlimited

record holding

10 Module None Bridges Seamless Seamless

Integration

11 Architecture Stand-alone Shared Client-Server Web-centric/

Distributed

12 Interface Command Menu driven Icon driven Icon driven with

driven (CUI) (CUI) (GUI) Web and

Multimedia

13 User Support Single user Limited Unlimited Unlimited number

number of number of of users

users users

14 Multi-lingual None Limited Standard Full support

support/ (through through

UNICODE Hardware UNICODE

support)

Table 6.1: Comparison of the Features of Four Generations of LMSs

Thus, the progress of LMSs through the generations has provided us an effective and

straightforward user interface, which supports access to multiple sources and services

from one multimedia interface. Moreover, the latest LMSs allow customised report

generation and manipulation of data and investigate various scenarios and therefore they

have all the potential to be a decision support tool. A comparison of features and

functionalities of LMSs in four different generations is given in Table 6.1.

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Maintenance

LMS Application

Administrative

Sub-system

MISStatistics

Customized

Reports

User related

Staff related

Decision

Making

Reports

Predefined

ReportsDocument

related

Planning

Housekeeping

Operations

Cataloguing

Serials Control

Acquisition

Circulation

II.L

Operational

Sub-system

Web-OPAC

Integrated

Access

Information

Retrieval

OPAC

Self Check Exercise

1) Compare 3rd and 4th generation automation packages.

Note: i) Write your answer in the space given below.

ii) Check your answer with the answers given at the end of the Unit.

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6.3 GENERAL FUNCTIONS OF LIBRARY

AUTOMATION SOFTWARE

Software may be viewed as digital version of human skills. LMSs are based on skills,

knowledge and experiences acquired by library professionals on the jobs. These (LMSs)

are used as intelligent tools for performing housekeeping operations, information retrieval

and MIS (Management Information System) activities. The whole array of functions carried

out by a modern LMS is given in Figure 6.1.

Figure 6.1: Functions Carried out by LMS

LMSs support selection, ordering, acquisition, processing, circulation, serials control,

information services and also extend help in library administration, planning and in the

decision making process, as a management tool.

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The LMSs presently follow a modular approach for the house keeping operations. Generally,

the whole package is divided in modules for each operational subsystem. Modules are

divided into sub modules and each sub module supports various facilities to carry out

tasks related to the library housekeeping operations and information services.

Self Check Exercise

2) Enumerate the role of LMS in library housekeeping.

Note: i) Write your answer in the space given below.

ii) Check your answer with the answers given at the end of the Unit.

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6.4 REQUIREMENTS FOR LIBRARY

AUTOMATION SOFTWARE

A library automation package or LMS should fulfill the expectations of library

users, staff and authorities in terms of application to all the library activities and

services, user-friendliness, flexibility for customisation, of the software and other

relevant aspects. Libraries would like to develop or purchase a LMS that fulfills

these requirements. The basic requirements for any modern library automation

package to satisfy such expectations can be grouped under two broad heads –

general system requirements and functional requirements.

6.4.1 System Requirements

These are applicable to all modules of any modern LMS and should include but not

limited to the following features:

� The LMS must be fully integrated, using a single, common catalogue database for

all types of bibliographical data covering different types of documents and a common

interface across all modules

� The LMS should have capability of supporting multiple branches or independent

libraries, with one central computer configuration sharing a common database

� The LMS must accommodate unlimited number of records, users and organisation-

specific parameters (e.g. loan period rules, fine calculation criteria, hold parameters,

etc.)

� The package should include following fully developed and operational facilities at

multiple customer sites:

� Information gateway � Circulation control

� Bibliographic and inventory control � Acquisition management

� Authority control � Serials control

� Public access catalogue � Electronic Data Interchange (EDI)

� Web catalogue interface � Reservation and materials booking

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� Information gateway � Circulation control

(telnet, www, Z 39.50, proxy � Customised generation of reports

server, external access, customised and usage statistics

web portal)

� One step administrative parameters� Outreach services

setting � Digital media archive system

� Z 39.50 sever (minimum version 3 � Fund accounting

and bath profile level compliant) � Inter library loan

� Z 39.50 OPAC and staff client � Bills and fines

� Z 39.50 copy cataloguing client � Multimedia files

� MARC 21 bibliographic and � Interoperability and crosswalk

authority record import/export utility

� LMS must provide continuous backup in suitable media (as per the choice of libraries)

so that all transactions can be recovered to the point of failure

� LMS must be compliant with the following standards:

� Z 39.2 or ISO 2709 information � Z39.50 information retrieval

interchange format service (client and server

version 3)

� MARC 21, UNCODE (UTF-8 OR � EDIFACT (EDI standard)

UTF-16)� IEEE 802.2 and 802.3 Ethernet

� Z39.71 holdings statements � HTTP, TCP/IP, Telnet, FTP, SMTP

� The LMS should be based on web-centric architecture and extend support for a

range of multi-user and multitasking operating systems and RDBMSs

� The LMS must be compliant with UNICODE standard for multilingual support and

RFID for inventory management and self-issue/return facility

� Vendor/Developing group should provide training to enable library staff to

become familiar with system functions and operation, should supply full and

current system documentation in hard copy and in machine-readable form suitable

for online distribution and the LMS should include extensive online help for users

and staff

� LMS must support multiple hardware architecture in terms of server, network

infrastructure, PC-workstations and peripheral devices

� LMS must be supported with regular maintenance and on-call service, periodical

software upgrades, continuous R & D, trouble-shooting of third-party software such

as database package and the library automation package, distribution of problem

fixes/patches and emergency services for system failures and disaster recoveries

� The package must provide security to prevent accidental or unauthorised modification

of records through the establishment of access privileges unique to each user on the

system and restriction of specific functions to specific users

� LMS should provide graphical user interface including, but not limited to, extensive

online help, user self-service and personalisation features. The software should be

supported with PC-based alternative that will allow circulation to continue in the

event of system failure, communication failure and downtime required

for maintenance.

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6.4.2 Functional Requirements

These are the minimum essential features to be supported by each functional unit or

module of any modern LMS:

Authority Control

The LMS must have the following capabilities:

� Support for MARC authority format for personal, corporate and topical name

headings in a name authority file; title, uniform title and series entries in a title

authority file and subject headings in a subject authority file

� Provision for generation of SEE, SEE ALSO references and NT-BT-RT relationships

network from authority records and link these references to matching access points

in OPAC;

� Must allow any bibliographic field to be authority controlled, should include facilities

to search, retrieve, and display print and global editing of authority records by

authorised operators; and

� Must include provision for multiple thesauri with the ability to produce a list of all

citations with authority file violations.

Bibliographic Control

The master bibliographic record of the LMS should extend support for:

� MARC 21 bibliographic and authority record formats;

� MARC record loader that can accept records input from various sources and from

various media like tape diskette or over network;

� Global editing utility that find and replace data within specified fields;

� Data format validation during input of bibliographic information ;

� MARC 21 format for holding and display of holdings on the basis of ANSI Z39.44

serials holdings display format;

� Import and export of bibliographic data through Z39.50 complaint catalogue; and

� Interoperability and crosswalk through incorporation of XML, RDF and metadata

schemas (e.g. Dublin Core Metadata).

Online Public Access Catalogue (OPAC)

� OPAC must be fully integrated with other modules and accessible through web-

based client

� OPAC should provide browse indexes for author, title, and series and browse index

combining all four indexes

� It should allow combined, specific and field level searching for all formats along

with phrase searching, nested searching and truncated searching

� It must enable searching by using Boolean operators (OR, XOR, NOT, AND),

positional operators (SAME, WITH, NEAR, ADJ) and relational operators (‘greater

than’, ‘less than’, ‘equal to’, etc.) within and across all fields

� It should provide facility to see processing status (fully catalogued, in process, lost,

withdrawn etc.) and circulation status (in transit, reserve, recalled, on-hold etc.)

� OPAC should support full, brief, standard and customized display of records including

relevancy ranking of search results

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� OPAC should also support bulletin board, information desk, gateway services (to

access external databases) and patron self-service options (e.g. holds, renewals

etc.)

� OPAC must track users’ preference and interests, organised into a list of favourities.

These favourites shall be included in a user’s personal online account

Circulation Control

The circulation control activities of any modern LMS must be supported with the following

facilities:

� Entry of borrower and item identification by scanner, RFID reader or keyboard

entry;

� A template for users registration and automatic display of patron data;

� Automatic blocks for membership expiration, exceeding loan threshold, renewal

threshold and fine threshold, placement of hold on any title or item in the

database;

� Automatic calculation of loan period in hours, days, weeks or months;

� Generation of notices/reminders to users of overdue items and printing of gatepass

for issued items. Automatic calculation of fines and other charges, recording of

payment and generation of receipts;

� Generation of variety of pre-defined and user defined reports and usage statistics;

and

� Fully operational interlibrary loan module, patron initiated transaction and mechanised

inventory control (barcode, RFID, smart card etc.).

Acquisition Control

A fully integrated acquisition module of any modern LMS should support the following

activities/functions:

� All traditional acquisition activities like pre-order searching, ordering, claiming,

cancellation of order, receipt processing, processing payment, fund accounting, vendor

accounting, currency control, statistics and report compilation, etc. Linkage between

acquisitions, cataloguing and circulation modules must be seamless;

� Accommodation of a variety of materials, including but not limited to monograph,

series, serials, newspapers, cumulative indexes, loose leaf materials, supplements,

reports and statutes, musical scores, electronic resources, etc;

� Processing of a variety of materials, including but not limited to print, microfilm,

microfiche, film, videotape, audiocassette, CD---ROM, magnetic tape, DVD---ROM,

etc.;

� Recording, storing and display of bibliographic information, acquisition type (order,

gift, approval etc.), status (ordered, received, etc.,), invoice and accounting information,

vendor information, requestor information, subject code, etc.;

� Budget-based fund accounting with categorised fund allocation;

� Generation of vendor performance statistics and other reports;

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� Accommodation of different order types such as firm order, prepayment, exchange,

membership, gift, on approval, blanket order, standing order, subscription, continuation,

deposit account, etc; and

� Production of various customised and predefined reports as MIS activities.

Serials Control

� The module should have all the basic capabilities like ordering, cheek-in, claiming,

routing, vouchering, fund accounting, union listing, bindery preparation and report

generation.

� It should provide the ability to search for serials records by title, ISSN, publisher,

vendor, purchase order, uniform title, editor, conference title, keywords etc.

� Serials control module should have provision for article indexing, online acquisition,

e-journal directory service and recording of holding information.

� It should support both predictive and non-predictive mode of check-in and auto-

generation of claims for non-receipted issues.

� The module should support routing of journal issues and production of various lists

and reports.

Digital Media Archive System (DMA)

The aim of DMA subsystem is to support search, retrieval and viewing of multiple media

formats from client machines by using a web browser. It should be able to provide the

following facilities:

� To browse and search (full text and metadata based) contents of text and images in

ASCII, HTML, SGML, PDF, TIFF, JPEG, GIF, BMP, PCX, DCX etc. formats,

audio and video clips and streaming audio and video;

� To link itself with library OPAC through electronic access field (MARC/UNIMARC

856 field);

� To receive and register published documents from an electronic document

management system;

� To help a user to import one or more files from the user’s system and associate

them with a metadata schema within the archive;

� To support metadata harvesting by using Open Archive Initiative (OAI)/ Protocol

for Metadata Harvesting (PMH);

� To extend support for various Document Object Identifier (DOI) schemes; and

� To accommodate remote document submission system.

System Administration

The administrator or super user should control the overall administration of LMS through

a highly secured module for managing the following activities:

� Access control for individual user, for each module and for each function;

� System security to prevent unauthorised access to databases;

� Standard implementation and setting of system parameters; and

� Keep a log of each transaction, which alters the database.

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Self Check Exercise

3) What is digital media archiving?

Note: i) Write your answer in the space given below.

ii) Check your answer with the answers given at the end of the Unit.

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6.5 IMPLEMENTATION OF LIBRARY

AUTOMATION SOFT WARE

Library automation is a complex process and should be planned astutely. The entire process

of library automation may be divided into the following steps:

� Software selection � Defining procedures for

� Hardware selection � Bibliographical data entry

� Site preparation � Administrative data entry

� General training � Financial data entry

� Customisation � Commissioning

It is quite obvious that implementation of these steps requires background study or analysis

of the library system. It is a precondition to utilise library automation package for effective

results. A library will not be able to take full advantage of automation until and unless its

manual functions are streamlined and justified. Therefore, the procedures and tasks (see

Unit 05 of this block) followed in different sections should be analysed in terms of the

following factors:

� Special features of the library system � Number of daily transactions

� Local variations (their validity and(issue/return/reservation)

usefulness) and available manpower � Availability of multilingual

� Limitations of the existing systemdocuments

� Nature and objective of the library � Need of information services

� Total number of collection(CAS/SDI, etc.)

� Annual acquisition and procedures � Future plan (in terms of

followed for acquisition networking and consortia)

� Number of periodicals scrutinised

� Number of users and their categories

Library managers must develop an implementation plan for the library automation project

on the basis of above facts, prior to the installation of any equipment and the LMS. The

plan shall be incorporated upon written approval of the authority. The plan must include,

but is not limited to, the following aspects:

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� Identification of all the required � Timeline for all the required tasks

tasks

� An indication of which person/group � A software installation requirements is

responsible for completion of checklist

each task� A training requirements checklist

� Expected start and completion dates

for each task� Training courses and courseoutlines,

� A site preparation requirements� Description of post-implementation

checklist

� Performance testing checklist

Self Check Exercise

4) Identify factors to be considered for successful implementation of library automation.

Note: i) Write your answer in the space given below.

ii) Check your answer with the answers given at the end of the Unit.

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6.6 LIBRARY AUTOMATION SOFTWARE

PACKAGES AVAILABLE IN INDIA

The automation of library activities in India started in full swing with the introduction of

CDS/ISIS. The CDS/ISIS is a menu-driven generalised information storage and retrieval

system designed by a team of experts under UNESCO/PGI programme. It is specifically

meant for the structured non-numerical databases. In India, NISSAT with the help of

other professional bodies organised a number of training courses on application of CDS/

ISIS (DOS & Windows versions) in information organisation activities. As a result, a

large pool of trained manpower developed in the country. Partially, some organisations

developed their own LMSs e.g. DESIDOC developed DLMS (Defence Library

Management System), INSDOC came out with CATMAN (Catalogue Management)

and SANJAY was developed by DESIDOC under NISSAT project by augmenting CDS/

ISIS (Version 2.3) for library management activities. The LMSs presently available in

India may be ranked in 2nd, 3rd and in between 3rd and 4th generation on the basis of their

features as listed in the table 6.1. As far as the origin and the application domain are

concerned, the LMSs available in India may be placed under three fundamental groups –

LMSs of foreign origin, LMSs developed over LMSs or textual database management

systems of foreign origin and LMSs of Indian origin. This grouping may again be sharpened

by dividing the packages on the basis of size of library systems i.e. large libraries,

medium range libraries system and small range libraries system. The grouping of LMSs

is given in table 6.2. As it is not possible to discuss every LMS listed in the table, only a

few LMSs are selected from each group for discussion on the basis of their popularity

and features.

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Application Domain

OriginLarge System Medium Range System Small System

LMSs of foreign Alice for WINDOWS KOHA Not Available

origin BASISplus & TECHLIB

plus VIRTUA ILS

LMSs developed NG-TLMS.NET WINSANJAY LAMP

over LMS of (over TLMS package) (Over CDS/ISIS) (Over CDS/ISIS)

foreign origin

LMSs of Indian LIBSUITE AUTOLIB ARCHIVES

origin LIBSYS DLMS CATMAN

MECSYS GRANTHALAYA E-GRANTHALAYA

NEWGENLIB Krvger Library GOLDEN LIBRA

NEXLIB Manager LIBMAN

SLIM 21 LIBRA LIBRARY-

SOUL LIBRARIAN MANAGER

SUCHIKA LISTPLUS LIBRIS

TULIPS NETLIB LIBSOFT

ULYSIS NIRMALS LOAN-SOFT

WILISYS SLIM ++ SALIM

6.6.1 Softwares of Foreign Origin

This group includes library automation packages developed by foreign or multinational

vendors and distributed in India either through approved agents or value-added

resellers. The discussion covers four most popular packages of foreign origin.

ALICE FOR WINDOWS

This LMS developed by Softlink International, Australia, is a global software package and

is marketed worldwide through a number of agencies based in America, Australia, Britain,

Iceland, India, Malaysia, New Zealand and Singapore. This software is marketed under

the name of Embla in Iceland, Alice elsewhere in Europe, OASIS in South East Asia and

Australia and Annie in America and other parts of the world. Recently Softlink International

decided to call the software Alice for Windows all over the world to maintain consistency

in nomenclature. The main features of Alice are as follows:

� It has four distinct versions – Public library version, Special library version, Academic

library version and School library version

� The package is modular and modules are grouped into one of the three sets:

� Standard Set: Includes Management; Reports and Utilities; Circulation; OPAC

� Advanced Set: In addition to Standard Set it includes Acquisition; Periodicals;

Journal Indexing; Multimedia; Web Inquiry

� Special Set: In addition to Standard and Advanced set it includes Reservation;

Interlibrary loan; Patron self checking; Rapid retrospective conversion;

Multilingual features; Self circulation; Union catalogue

� The LMS is backed by a number of support services which include onsite training

programmes, continued R&D, feedback system through user groups, free

newsletters, etc.

� Besides traditional library materials, it can be used to manage slides, audio and

videocassettes, paper clippings, maps, charts, electronic documents and www sites.

Table 6.2: Grouping of LMSs Available in India

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Location of documents in library could also be seen with the help of the library map.

It is possible to maintain consistency in recording of items through the use of authority

files. Alice has a capacity of holding 99 lakhs records.

� It supports a total of eleven search criteria to search the database from any

machine (UNIX/MAC/ Apple, etc.) through Internet or Intranet. It helps to

generate customized reports in addition to 800 preformatted reports available with

Standard Set.

� It supports barcode technology and has in built communication function. As special

features, the LMS provides data protection functions, rapid retro-conversion facility

and online tutorial and help system.

BASISPLUS AND TECHLIBPLUS

BASISplus and TECHLIBplus are products of Information Dimensions Inc. (IDI), USA

and National Informatics Centre (NIC), New Delhi. NIC is the value-added reseller of

the packages in India. BASISplus is a client-server relational database system for text

and mixed object documents. It adheres to the fundamental principles of open systems

including interoperability, portability and scalability. The database engine provides user

authentication, document access control, concurrency control, deadlock protection and

recovery. The features of the LMS are as below:

� Relational DBMS � Component-level retrieval and image

� Client-server architecture management

� Active data dictionary � Networking (LAN & WAN)

� Enhanced security feature � Seamless Internet support

� Complete backup and restore � Open Application Programming

capabilities Interface (API) to support client

� Power search facility access to server databases

� Full text retrieval � GUI based easy user interface for

� Mixed object management retrieval, display and data entry

� Thesaurus and controlled vocabulary � Intelligent search assistance and

� Screen customisation thesaurus manager

� Document converters � Allows user to import and export

� Immediate and Deferred updating many word processor file formats

(online and batch)

� Content based retrieval

TECHLIBplus is a comprehensive library automation package developed over BASISplus

and customised to perform all the operations and activities of a fully electronic library.

TECHLIBplus supports OPAC, Catalogue maintenance, Circulation, Serials management,

Acquisition, Processing and MARC cataloguing. The LMS provides direct access to

information in Current Contents.

KOHA

Koha is an integrated library management system that was originally developed by Katipo

Communications Limited of Wellington, New Zealand for the Horowhenua Library Trust

(HLT), a regional library system located in Levin near Wellington. In 1999, Katipo proposed

developing a new system for HLT using open source tools (Perl, MySQL, and Apache)

that would run under Linux and use Telnet to communicate with the branches. The software

was in production on 3 January 2000, and released under the GPL for other people to use

in July 2000. There has been a high level of interest in Koha internationally, and it is

currently being used in New Zealand, Australia, Canada, United States, India, Thailand,

United Kingdom, and France. Many of the libraries presently using Koha are small and

medium sized, mainly school, college, public and special libraries. Koha has just been

implemented at the Nelsonville Public Library in Ohio. The Koha project has attracted

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the attention of the developers in a number of different countries, with release Version

1.2.2 being coordinated from Canada and the current stable release, Version 2.0.0 (available

both for Linux and Windows), from France. The major features of Koha are:

� General: Free to download, no license fees, fast, web centric, fully customisable,

environmental friendly (one can recycle those old PCs), establishing an international

community of users and developers giving libraries the freedom to do it themselves

or work directly with the system builders, generating an international spirit of co-

operation and collaboration, easy staff training, supports both Windows and Linux

platform, uses freeware companions like Apache as web server, MySql as backend

RDBMS and PERL as scripting language, supports web OPAC and web interface

for staff, branches access main server via ordinary phone lines and modems, can run

on PC grade or server grade hardware

� Circulation: Issues (including rentals), renewals, returns and fines; uses barcode

scanners or keyboard; can generate a list of over dues for a phone reminder system

� Acquisitions: Multiple book budgets and suppliers, real time budget information

� Catalogue updates fast and slick, support for MARC 21 and UNIMARC

� Searching by keyword, author, title, subject, class number or combinations and

customised search interface to suit need of individual libraries

� Memberships - One-stop-shop with all member information on one page

� User-driven reservation facility from OPAC interface (Do-it-yourself reserves in

the Library or via the Internet)

� OPAC in the library or via the Internet and stock rotation through branch libraries

� Work in progress: Z39.50 searching, virtual bookshelves, French and German versions,

NCIP self checking, port to other operating systems so that it will run natively, new

themes, additional book information (e.g., covers), web based reports, Mozilla chromed

OPAC integrated with Greenstone Digital Library System, integration with Internet

“gateway” system and bill to patron card, printing spine labels

� In most cases, Koha users either undertake the development themselves and contribute

the changes back to the project, or they commission a developer to undertake specific

enhancements

� The Koha project uses a number of channels to allow members of its community to

communicate with each other — there is a general mailing list, as well as separate

ones for developers, Windows users, French-speaking Koha users/developers, and

German-speaking Koha users/developers. In addition, the developers use Internet

Relay Chat (IRC) for real-time scheduled meetings and conversations

� Allows multilingual cataloguing and supports Unicode

� Incorporated Functional Requirements for Bibliographic Records (FRBR) partially

VIRTUA ILS

Virtua ILS (Integrated Library System) is a sophisticated, internationalised library automation

solution that addresses the full spectrum of library activities. This LMS is designed and

developed by VTLS Inc., Virginia, USA. It uses off-the-Shelf UNIX hardware and the

Oracle RDBMS to guarantee continued availability and support. The important features

of this world-class software are enumerated below:

� It is a fully parameterised software i.e., libraries can configure the setting to achieve

maximum flexibility

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� Supports national and international standards for data interchange

� Basic system includes modules for OPAC, circulation, reserves, cataloguing,

acquisition, serials control and reporting

� Basic system may be supplemented by companion products like RFID, MARC

data processing suite, ILL manager and patron self-cheek system

� Provides support for excellent security options at different levels of access

� Supports UNICODE and thereby enables the input and display of different languages

in their native scripts. In fact, Virtua ILS ensures a true multi-lingual catalogue

database

� Helps in designing web-enabled digital media archiving and supports development

of digital library database (delivery options include CD---ROM, DLT, DVD and

DAT)

� Provides ‘security bit’ enabled RFID solution to serve both inventory and theft

deterrence functions

� Provides comprehensive customisation parameters (over 1000) for global settings

and each subsystem (OPAC, cataloguing, circulation, acquisition, serials control,

etc.)

� Provides extensive and precise control over user activities and helps creation of

rich and customised web interface for various collection components for each patron

class

� Ensures management of multiple libraries or branches across a library

� Supports multilingual authority control, and networked multimedia database

management and seamless access to multiple databases through Z39.50 client

� Incorporated FRBR model in the design of bibliographic databases

6.6.2 Softwares Developed over Foreign Packages

This group includes automation packages in which some applications are built on the top

of either foreign automation packages or general text retrieval packages. The discussion

here covers three automation packages of which two are based on CDS/ISIS.

LAMP

Library Automation and Management Package (LAMP) is a freeware and available for

downloading from Internet at no cost. The package, developed jointly by Netherlands

Library Association, Pakistan-Library Association and UNESCO, is based on CDS/ISIS

(version 3.07). This MS-DOS-based package is well suited for small libraries like school

and college libraries. The package contains five main modules with sub-modules under

each. Facilities are grouped under each sub-module. The features of LAMP include

the following:

� Supports creation of authority files for books and serials (supplier authority, name

authority, subject authority, etc.)

� Supports use of LCSH subject headings in subject authority file

� The Acquisition module supports all the major tasks related to books and serials

acquisition like - creation of budget, purchase order authority file and purchase

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order data entry; Generation of purchase order; receiving of books and serials; display

of order status; reminders to suppliers; Payment and reordering

• Cataloguing module supports data entry for monographs and serials, catalogue card

generation, creation of bibliographies, Binding and write off functions

• Circulation Indu has the facilities like creation of member database, edit/updating of

member database, Issue and return of books and serials, renewal and reservation,

checking of availability of documents and checking of outstanding documents,

generation of statistics on issued items and library members

• Supports a number of other utilities like a generation of gate pass, shelf-card,

accession registers, production of various statistical reports, global editing and

replacement, etc.

NG-TLMS.net

NG-TLMS.net is state of the art library automation software based on TLMS (Total

Library Management Service). TLMS has developed in Germany by TRANCE

group. The route of development for this LMS is TLMS -> NGTLMS -> NGTLMS.net.

NG-TLMS.net is designed on the top of TLMS by WebOPAC Applications Pvt. Ltd.

It is SQL-backed client-server system, based on Microsoft’s .NET platform. It

supports CCF, USMARC, Indian UNIMARC (as recommended by Central Secretariat

Library, New Delhi) and Z39.50. The NG-TLMS.net supports the following activities

and facilities:

� Printing of accession register; AACR II card generation; article scan management;

authority files creation; auto cataloguing from web sites; auto export & import; Auto

keyword generation; automatic barcode generation; letterhead creation; dropdown

matching, etc.

� Barcode based issue & return and serials control; auto status generation for progress

of processing of documents; bulletin board facility; Kardex generation for serials

control; complete Intranet support; automatic claim generation for overdue and missing

journal issues

� RTF, Dial-up networking, e mail and printing of gate pass; ID card generation; arrival

list generation; multi-lingual support, web access of OPAC; power search facility;

Fine calculation and receipt generation; reservation of books; retrospective data

conversion; SDI service; search refining; security enhancement; statistics & graphs;

stock verification

� UNIMARC input sheet generation; UNIMARC cataloguing; virtual library creation;

Z39.50 client & server; UNICODE support (all languages of the world are supported)

� Web centric architecture i,e, requires only installation on server. Client uses browser

to access all information

� No restrictions on the number of records; acquisition module includes accounting

software and is optional; basic software covers all areas e.g., OPAC, cataloguing

and circulation; all Indian Languages supported

� Includes facilities for - WebOPAC, Internet and Intranet via browser, union cataloguing

supported in distributed and replication environments, US MARC 21, UNIMARC,

CCF and Z39.50 and can be installed by relatively less experienced computer users.

WINSANJAY

This LMS is originated from SANJAY. SANJAY is based on CDS/ISIS (version 2.3). It

was developed by DESIDOC under a NISSAT project to meet the requirements of library

management activities. It includes a set of 35 Pascal programs and 25 special menus.

The features of WINSANJAY are as follows –

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� Windows-based and more user friendly than WINISIS and CDS/ISIS for library

house keeping operations. Suitable for medium range libraries

� Effective interlinking of databases (it is a great achievement because WINISIS or

CDS/ISIS does not support relational database design model). Interlinks book

databases, member databases, vendor databases and budget databases

� Maintenance module restricts the access right to a limited set of users and thereby

provides security measures and user module helps library staff to carry out daily

routine in circulation, acquisition and online catalogue functions.

6.6.3 Softwares of Indian Origin

This group includes packages designed and developed by Indian vendors and software

agents. The features of nine automation packages are discussed here. Packages are

selected for discussion on the basis of their customer base and popularity and arranged

alphabetically.

AUTOLIB

Autolib is fully integrated multi-user software on Windows environment, designed to

automate various activities of university libraries, college libraries, public libraries and

special libraries. The software is developed by AutoLib Software Systems, Chennai and

the product range includes the following LMS:

� MS-Access with VB version � MS-SQL server with VB & Web

� MS-Access with VB & W version version

� MS-SQL server with VB version � MS-SQL server with VB (public

library version)

This LMS is module based system and designed and developed by a team of library and

information specialists, system analysts, software professionals, network specialists and

database designers. The features of AutoLib are given below:

General features: Module based; user friendly; GUI environment; based on client server

architecture, uses Visual Basic 6.0 as front end and MS-SQL V.7.0 RDBMS as back

end; uses TSQL query Language, module level security; Z39.50 protocol support; export/

import of data in ISO 2709 format, cataloguing of digital resources, implementation of

AACR, CCF, Dublin Core, TCP/IP and dial-up network support, web based reports,

menu based operations, incorporated mandatory fields of CCF, powerful search facility/

Query builder, printing various reports in several formats, Simple data entry, User ID and

password protection, Online help/documentation, Continuous product upgradation,

Customer support & maintenance.

Minimum Hardware & Software Requirements: Server configuration- Pentium II/III 64

MB RAM/4.2 GB HD, 32x CD-Drive/1.44 FDD, network accessories, SVGA monitor,

Windows NT Server 4.0 and SQL Server 7.0. Client configuration - Pentium II with 32

MB RAM/4.2 GB HD Windows NT workstation/Windows 9x.

Modules: Cataloguing, OPAC/Advanced OPAC, Transaction (Circulation) Management,

Book ordering/Acquisition control, Journal/Serials Control, System Administration, Report

Management, Article Indexing, Digital library, Web OPAC.

Functional features: 1) Database Management --- Data entry/Updating of database for

user, author, publishers, suppliers, member, book, journal issues & back volumes,

article report, thesis, standard, non-book materials, budget, subject, department etc.;

2) OPAC--- Powerful and versatile search facility, simple search for beginners, query

builders for advanced users, Query windows for complicated search, Boolean search,

field level search (single field/multiple fields, author / title / keyword / subject, accession

No / class No., journal name / article name etc); 3) Circulation – Transaction, Issue,

return, renewal of books, Journals, back volumes, recall, reservation, cancellation,

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reminders, reports); 4) Serials Control - Subscription of new journals, Renewal of journals,

receipts of new issues, Reminders for missing issues, Invoice processing, Payments,

browsing issues, Reports generation, 5) Acquisition Control--- Duplicate checking, Indent

processing for new books, Book ordering, Reminders, Receipts of books, Invoice processing,

payment, Budget management; 6) System Administration module- User ID & encrypted

password protection, Module level Security, Budget management, Stock verification, Global

updating, Fixing due dates, Overdue charges etc., Holiday maintenance, Reports, New

additions, Catalogue (main/author/title), Accession register/bibliography, List of books by

author/ title/ publisher/year, subject/call number (by any order), Books by unique titles,

Frequently issued books, frequently accessed books, Books issued/returned/reserved,

Receipt for fine amount/ deposit/ loss of book, etc, List of user/publisher/supplier/

departments, No-due certificates, stock verification report, Budget details, Orders, Journal

list, Journal subscription /order report/missing issues; 7) Article Indexing – provides for

creating journal article database, Allows to create author index and keyword index, Searching

and retrieval of journal articles, Allows to create index and abstracts, Allows to publish

CAS bulletin, Allows to generate contents pages; 8) Digital Library module - cataloguing

multimedia digital resources such as text, images, audio file, video clippings, etc, Allows to

catalogue based on Dublin Core standard, Also provides for to handling various file formats

such as .bmp, .jpeg, pdf, .doc, .avi, etc.

E-GRANTHALAYA

This LMS was developed by National Informatics Centre (NIC), Bangalore centre to suit

the requirements of small and medium sized libraries. It is an easy-to-use software package

and supports all the routine library operations. The general and special features of the

LMS are as follows:

� The package includes functional modules for administration, serials control, acquisition,

circulation, OPAC, reports and index

� Generates customised reports and statistics of library usage

� OPAC allows simple and advance search option, supports web-enabled searching

� The package has bilingual capabilities and can be customised to suit all Indian languages

supported by ISM 2000 developed by C-DAC, provides options to control access

through login and password and supports quit-in privileges for users and staff

� Supports both standalone and networked operation mode. Recommended sever

configuration is Pentium III processor, 128 MB RAM and 4.3 GB Hard disk

� Requires Windows NT/Windows 2000 for server and Windows 98/XP/2000 for client

machines and uses MS SQL sever as backend database

� Requires ISM2000/Leap office 2000 as bilingual tool

GRANTHALAYA

This CUI based (DOS and UNIX) modular LMS was developed in FoxPro by INSDOC

(now NISCAIR) for medium range libraries. It includes all the modules required for day-

to-day library operations. The package has seven modules – Library administration; Query;

Circulation; Acquisition; Serials Control; Technical Processing and Data Administration.

The salient features of the LMS are:

� Based on object oriented design � Provides online help through screen

� Supports CCF and ISO 2709 for messages

import & export � Generates a dictionary for various

� Supports Boolean operators and data elements for easy searching

range searching

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LIBSUITE

This LMS, developed by SOFT-AID Computer Ltd., Pune, is based on web-centric

architecture and designed to work with different media. LIBSUITE is based on three-

tire web centric architecture in which server machine uses Windows NT/2000 and Internet

Information Sever (IIS) – as web server. The database server relies on Oracle 8i and

clients use web interface for accessing the server through Internet or Intranet. LIBSUITE

extensively uses latest technologies like Active Server Pages (ASP) and Component

Object Modeling (COM). The web-centric architecture ensures that any machine with a

web browser can be a client. It also ensures working independent of operating systems in

client machines. The significant features are:

� It provides all the standard modules and supports customised report generation and

standard protocols like Z 39.50

� The package bundles the fully featured modules – Acquisition, Cataloguing, Circulation,

Queries, Serials Control, setup and maintenance

� Cataloguing module, apart from supporting regular activities manages multi-format

materials, generates entire status i.e., total number of books, number of books issued

and number of books on the shelf.

� Circulation module supports all the required operations including ILL and generation

of photograph of the member in circulation, panel

� System administration module supports controls over the access, creation of authority

entries and setting of parameters for cataloguing, circulation etc.

� Supports stock verification and global addition and deletion

� Acquisition module supports all media and production of accession register

� Web-centric architecture ensures use of any machine as client as it does not require

the installation of client-side software

� Provides easy user interface and ensures seamless navigation through Internet and

Intranet and ensures login and password - based access as security measure

� Includes various utilities like calculator and calendar

LIBSYS

LIBSYS is a fully integrated multi-user LMS based on client-server model and supports

open system architecture, web-based access and GUI. This indigenous software package

is designed and developed by LibSys Corporation, New Delhi. LIBSYS has seven basic

modules – Acquisition; Cataloguing; Circulation; Serials; OPAC; Web-OPAC and Article

Indexing. The leading features of different LIBSYS products such as LIBSYS 4.0, LS-

Premia, LS-Digital, LSmart and LSEase are enumerated below:

� Based on client-server model and TCP/IP for communication and networking

� Provides ANSI Z39.50 compliant web access for making the server accessible

through Internet/Intranet

� Supports web-OPAC for accessing bibliographic databases through Internet/Intranet

� Supports standard bibliographic formats like MARC 21, UNIMARC, CCF, etc.

� Includes images and multimedia interfaces with LIBSYS search engine

� Supports barcode technology for membership card production and circulation

� Offers SDI, CAS, fine calculation, e-mail reminders, etc. and utilities

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� Provides flexibility in choosing operating platforms (UNIX, Windows NT, Novell

NetWare) and backend RDBMS (SQL sever, Oracle)

� Supports Web-OPAC through PERL/CGI access mechanism

� Offers a range of products suitable for different types of libraries e.g. LSEase is an

affordable solution for small and medium sized libraries.

� Provides RFID technology (in cooperation with TAGSYS – the largest smart card

solution provider) for inventory management and for smart card technology integration

for identification of individuals

� LSPremia provides full UNICODE support and management of multi-site libraries

� Offers digital resource management system through LS-Digital suite (It supports

resource structure definition, scanning, PDF conversion, multimedia database

management and metadata based searching and retrieval)

NEWGENLIB

NewGenLib is the result of collaboration between a charitable trust called Kesavan Institute

of Information and Knowledge Management (KIIKM), Hyderabad and Venus Solutions

Pvt. Ltd. The features of this LMS are:

� Completely web based and adheres to international standards, supports web services

and allows networking of unlimited number of libraries, database and operating system

independent and uses open-source, n-tier, and Java-based technologies for scalability,

reliability and efficiency

� Includes seven modules: Cataloguing, Circulation, Acquisition, Serials management,

OPAC, Network Configuration, Administration and Setup. The package is available

as single user (small library) version, multiuser-single library LAN/Intranet version,

Multiuser-single library Web version, Multiuser-multi-library consortium version

� NewGenLib adheres to international standards like MARC21, ISO2709

(communication format), and AACR-2R. Cataloguing databases is based on well

proven database design to adhere to MARC and also supports Unicode 3.0 and

UTF-16 encoding format by which it can support all the possible languages (if available

in unicode 3.0 code charts)

� Supports functionalities like Import of MARC data from sources such as OCLC

and freely available web-based resources, extensive use of setup parameters in

configuring the software to suit specific needs, e.g., in management of fines, Multi-

user and multiple security levels, automated email facility integrated into different

functions of the software to ensure efficient communication between library and

users, vendors etc., module-specific querying in all modules

� Acquisition supports - online requests by users, firm orders, on-approval purchases,

standing orders, solicited gifts, unsolicited gifts, exchange-triggered acquisitions, web

service interfaces to supply sources such as amazon.com, Management information

reporting to enable better decisions in acquisitions management

� Cataloguing supports data-entry using MARC tags, fields, sub-fields, etc., or simple

label and form-based data-entry; Import of MARC records from sources such as

OCLC or from free MARC download sites on the web; access to authority files

during data entry and catalogue database searching, catalogue record attachments

enabling access to related data, e.g., multimedia, web-based resources, scanned

images, and full text digital documents, Provision of a search engine to search full

text documents, Plug-ins for specialized thesauri, Automatic validation etc.

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� Network functionalities supports sharing of hardware, server and application software

between the host and one or more associate libraries. It helps users of branch libraries

- to download metadata or the full text of records, where records are available, into

their desktops; in acquisition of new publications from the host library, To access

their circulation records, To access electronic journals across all the libraries in the

network, To improve services to both the end user and the library staff

� OPAC module supports - browser-based access to the library’s catalogue database;

Extensive search, retrieval, display, print, download and formatting options for patrons

(customized, text format (brief), text format (Full), MARC tagged, ISO 2709, MARC-

XML, Dublin core) Patrons can request new additions, access the circulation data,

make reservations and go to the web via the OPAC. Patrons can trigger interlibrary

loans, interact with library staff via instant messages/email

� Circulation, apart from traditional functions, supports setting up of a wide range of

circulation options, fines, user privileges, etc.; needed in different library environments,

Rapid charging, discharging, renewal and reservation operations; built-in traps for

delinquent users, reservations, etc.; on-the-fly circulation, Interlibrary transactions,

binding management, MIS support for better management of collection and assistance

in stock verification

� Serials Control module includes facilities like Integrated management of serials

subscriptions, registration, cataloguing and binding, rapid registration of incoming

serials issues using a kardex-like interface, Batch and on-demand claiming for missing

issues, support for union catalogues, ?MIS reporting for better serials management.

NEXLIB

This window based LMS was designed and developed by NexEvolve Logic Solutions

Pvt. Ltd. It provides a simple point-and-click navigation interface backed by a powerful

database engine capable of maintaining millions of records. Nexlib provides all the basic

utilities required for the management of libraries, namely, Acquisition, Cataloguing,

Circulation, Serials Control and OPAC. The important features of NexLib are as follows:

� Acquisition module is fully integrated with the cataloguing module. It can manage a

variety of library materials and also fund accounting

� Cataloguing module helps to define location of items by floor, shelf number etc.

� The entire circulation task can be carried out from one screen

� Provides facility to create unlimited number of user types and member data can be

transferred from any existing user information system

� OPAC can be accessed through any standard web browser

� Generates over 50 pre-defined reports related to library MIS

� Ensures easy-to-use library staff interfaces

� Full-featured serials control with the support for variety of formats and advanced

search option for OPAC

� Digital Media Archive (DMA) module for the management of full text articles,

newspaper reports, images, etc.

� DMA allows incorporation of standard metadata schemas and metadata-based

retrieval.

� NexLib is a platform-specific LMS and depends on Microsoft products. The hardware

and third party software requirements are as follows: Sever should be Pentium III or

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higher with minimum of 256 MB RAM and preinstalled with windows 2000 sever.

Client machine should be Pentium II or higher with 128 MB RAM and preinstalled

with windows 98/NT/2000/XP.

� Follows client/sever architecture and security of library database access is based on

Windows NT model

� Supports MS Access, MSSQL or Oracle 8i as backend RDBMS and uses Visual

Basic (VB) as scripting language.

SLIM 21

SLIM (System for Library Information Management), a software suite from Algorhythms

Consultants Pvt. Ltd., Pune is a module-based LMS that offers wide range of functionality

for library management. SLIM 21 is the latest product of the series that succeeded SLIM,

SLIM++, SLIMEX and SLIMLX. SLIM 21 supports multiple operating systems and

backend databases. The relevant features of SLIM 21 are: as follows

� SLIM21 is a module-based system. The basic modules are Acquisition, Cataloguing,

Circulation, Serials Control, OPAC and Article Indexing.

� Enterprise module of SLIM21 supports usage statistics, current awareness service

(CAS Publish), web aware OPAC (WAOPAC), web proposals for new books,

interlibrary loan (ILL) and selective dissemination of information (SDI)

� Supports export/import through MARC/CCF/ISO-2709 standards and downloading

of bibliographic data from online databases through DB Bridge module and Z39.50

� Generates customized reports on screen/printers/RTF or as text/PDF/HTML files

with auto e-mailing facility

� Unicode based LMS that supports multi-script sequencing for Indian scripts

� Generates shelving order for documents as per colon classification, supports smart

card/ RFID based circulation and touch chip (biometric) interface for user authenticity

� Creates library map for easy location of items

� Provides user-friendly online help and reference manual

� Supports digital library environment and transformation of bibliographic data into

XML, XHTML and DCMES

� Supports both standalone and network architecture. Minimum requirement for sever

machine is P-4 processor and 256 MB RAM with Windows XP/2000 as OS and

SQL sever as backend RDBMS. Client machine may be any P-2 machine with

window 9x/2000/ME/XP or NT workstation.

SOUL

The story of SOUL (Software for University Libraries) started with the development of

ILMS (Integrated Library Management Software) by INFLIBNET in collaboration with

DESIDOC. Two versions of ILMS (DOS and UNIX) were developed for university

libraries in India. But with the introduction of GUI-based system and other revolutionary

changes in the field of computer software, INFLIBNET decided to develop a state-of-

the art, user-friendly, Window-based system that will contain all the features/facilities

available with other LMSs in the market. As a result INFLIBNET came out with a LMS

called ‘SOUL’. The package was first demonstrated in February 1999 during CALIBER-

99 at Nagpur. SOUL uses RDBMS on Windows NT operating system as backend to

store and retrieve data. The SOUL has six modules – Acquisition; Cataloguing; Circulation;

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Serials Control; OPAC and Administration. The modules have further been divided into

sub-modules to take care of various functions normally handled by the university libraries.

The features of SOUL are:

� Window-based user-friendly system � Multi-user software with no

with extensive help messages at limitation for simultaneous access

affordable cost � User-friendly OPAC with

� Client-server architecture-based web access facility

system allowing scalability to users

� Uses RDBMS to organise data

� Supports bibliographic standards like � Available in two versions – The

CCF and AACR II and ISO 2709 for university library version and the

export & import facility college library version

� Provides facility to create, view &

print records in regional languages

� Supports LAN & WAN environment

Self Check Exercise

5) Compare features of any two LMSs of Indian origin.

Note: i) Write your answer in the space given below.

ii) Check your answer with the answers given at the end of the Unit.

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6.7 EVALUATION OF LIBRARY AUTOMATION

SOFTWARE

The selection of library management software is a complex and time-consuming one.

Apart from thorough knowledge of the library system, sub-systems, procedures, activities

and tasks, it requires the knowledge of LMSs features and trends in the development of

ICT. The selection process should be based on seven basic steps – Evaluation, Comparison,

Demonstration of package, Feedback from authority, staff & users, Preliminary selection,

Modification and Customisation and Final selection. The process of evaluation should be

based on some predefined criteria. After evaluation against checklist, the LMS should be

compared with other packages on the basis of services, utilities and features.

6.7.1 Criteria for Evaluation

The following factors should be taken into consideration at the time of evaluation of any

library automation package

Vendor validity: The reputation of software development group or the vendor is very

important. The following questions should be raised to judge the validity -

a) Is the vendor also the software developer, or is the vendor a distributor or agent for

the software developer?

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b) Is there an international presence or is the company localised?

c) How long has the software developer been in the library systems industry?

d) How long has the library software you are interested in been in the market?

e) Who uses this software? (Look for someone in close proximity and contact him or

her with questions. If possible, make an on-site visit to see the product in action.)

Services Availability Checklist: The services and utilities of any LMS should be checked

for the availability of following core, enhanced and value-added services–

� Core services: Acquisition, Cataloguing, Circulation, OPAC, Serials control,

Bibliographic format support, Data exchange format support, Article indexing, Retro

-conversion, Standard reports and System administration

� Enhanced services: Customised report generation, GUI-based user interface,

Reservation facility, Interlibrary loan module, Multi-lingual support, Union catalogue,

Authority file support and controlled voabulary, Online help, Online tutorial, Power

search facility, Internet support, Intranet support, Web access OPAC, Multimedia

interface, Barcode support and Backup utility

� Value-added services: Patron self service through RFID and Smart card (self-

circulation, self reservation, etc.), Online user training/orientation, Stock verification

facility, Members photo ID card generation, Barcode generation, Fine calculation &

receipt generation, Gate pass generation, Bulletin board services & e-mail reports,

Electronic SDI, CAS support, Digital media archiving support

Functional Checklist: The following general features are part of software module testing,

and each should be tested or conducted during the evaluation process:

� Searching Capabilities (All modules) � Fines and Fees (Circulation)

� Data Entry and Editing (All � Notice Production (Circulation)

modules)� Holds (Circulation)

� Bibliographic/Item File and � Recalls (Circulation)

Maintenance� Patron File (Circulation)

� Bibliographic Interface Software � Reserves (Circulation

� Authority Control � Portable Back-up Units

� Inventory (Circulation) � Report Writer

� Check-out (Circulation) � Acquisitions

� Renewal (Circulation) � Serials

� Circulation/Management Reports � Electronic Databases

(Circulation)� Gateways

� Check-in (Circulation) � Network Operations

� Z39.50 Server � Self-Registration

� Inter-Library Loan � Statistics Generation

� Web Accessibility � Export and Import of data

� Integrated Archiving � Fund Accounting

Data conversion and backup utility: The ability of the package in terms of support for

data conversion from other library systems and adherence to the international bibliographic

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data standards and protocols should be checked extensively. In this age of shared

cataloguing systems and web integration, the LMS should also support metadata schemas

and interoperability issues like XML, RDF and OAI/PMH. Backup facility in suitable

media is also to be checked in view of data recovery at the time of need.

Training, Documentation and Customer support: The vendor must provide the following:

� Adequate training without fees for supervisor and operators:

� To manage and operate the system on a day-to-day basis

� To run file backup operations, software utilities and cataloguing utilities

� To troubleshoot and solve simple problems and load software enhancements

received from the vendor

� Complete documentation (in hard copy and machine-readable form) must be available

with the package along with regular documentation updates and release notes

available for local printing or downloading via www.

� The package must have support from the software vendor for hardware and software

maintenance, data conversion, emergency and on-call support and disaster

management.

Hardware and Third Party Software Requirements: The vendor should provide a

complete list of hardware requirements (processor type and RAM) for sever and client

machines, operating system requirements and backend RDBMS (with version details)

requirements. Evaluation should be based on total cost for minimum hardware and third

party software requirements of the package.

Performance testing: Any LMS should be evaluated by checking some performance

testing like transaction throughput capacity and response time, hardware functionality,

module functionality, conversion testing, database loading, index building, etc.

6.7.2 Comparison of Automation Packages

A comparative study of LMSs selected on the basis of abovementioned checkpoints

may be done by taking into account five aspects – hardware requirements, intrinsic

features of packages, available services and facilities, customer support services and

price.

� Hardware and backend software requirement for LMSs: Any LMS is application

software, which requires some system software and hardware support for proper

functioning. Thus, the selection of LMS should be done on the basis of careful

analysis of the basic hardware and software requirements for the package.

� Intrinsic features of LMSs: The factors like data storage techniques, programming

language(s) used in the development of software, database structure, file organisation

etc., must also be taken into consideration for the comparative study because these

factors will determine very important issues of maintenance, upgradation and

customisation in future.

� Services and facilities available with LMSs: The suitability and superiority of any

LMS depends on the available services, facilities and coverage of library/information

activities in various modules. The whole range of services available in selected

LMSs may be divided into three groups – Core services, Enhanced services and

Value added services, as stated earlier

� Core Services: These are the basic services necessary for day-to-day library

activities and must be available with LMSs. These services may be tabulated

for the comparative study as follows:

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Table 6.3: Core Services in a Library

SL. Core Services Score

No. (1 presence of service,

0 absence of service)

1 Acquisition

2 Cataloguing

3 Circulation

4 OPAC

5 Serials Control

6 Bibliographic Format Support

7 Data Exchange Format Support

8 Article Indexing

9 Retroconversion

10 Standard Reports/Administration

Total Score

� Enhanced Services: These are the additional set of services, which will make the

work of a librarian easy, smooth and seamless, and at the same time these will help

users in efficient information retrieval, cross-domain searching and easy navigation.

Table 6.4: Enhanced Services in a Library

SL. Enhanced Services Score No. (1 presence of service,

0 absence of service)

1 Customised Report Generation

2 GUI-based User Interface and Colour

3 Reservation Facility

4 Interlibrary Loan Module

5 Multilingual Support

6 Union Catalogue

7 Authority File Support and Controlled Vocabulary

8 Online Help

9 Online Tutorial

10 Power Search Facility

11 Internet Support

12 Intranet Support

13 Web Access OPAC

14 Multimedia Interface

15 Barcode Support / RFID Support

16 Backup in suitable media

17 Z 39.50 Client and Server (Target)

Total Score

� Value Added Services: These are the essential work and services of library

management and generally not included within the scope of a LMS. But with the

development in hardware, software and connectivity, LMSs are presently trying to

provide software solution for this type of work and services.

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Table 6.5: Value-Added Services in a Library

SL. Value Added Services Score

No. (1 presence of service,

0 absence of service)

1 Patron Self-Service (Self-Circulation, Self

Reservation, etc.)

2 Online User Training/Orientation

3 Stock Verification Facility (RFID)

4 Members Photo ID Card Generation

5 Barcode Generation

6 Fine Calculation & Receipt Generation

7 Gate pass Generation

8 Bulletin Board Services & E Mail Reports

9 Electronic SDI, CAS & CAL Support

10 Digital Camera Support

Total Score

� Customer Support Services: The support services from the software developers/

agent at the right time and at the right place is a critical factor to be kept in mind at

the time of selection of any LMS.

Table 6.6: Customer Support Services in a Library

Sl. Customer Support Services Score

No. (1 presence of service,

0 absence of service)

1 On Call & On Site Support

2 Continued R & D and Software Updating

3 Live Internet Support and Updates

4 Training

5 User Group and Newsletter Services

Total Score

� Price: Last but not least, we have to take the price of the packages also into

consideration for cost-benefit analysis of available services in the short-listed LMSs.

This factor plays an important role in our country because financial crunch is a

regular feature in Indian libraries and information centres. As a general trend,

commercial LMSs are costlier than the packages developed by government

organisations. The price of the software rises with the number of value-added services

and enhanced services incorporated in the software. In general, the pricing model of

commercial LMSs may be divided into three options – Basic version (Price range:

Rs. 10,000/- to 1,00,000/-), Standard version (Price range: Rs. 1,00,000/- to 5,00,000/

-) and Full version (Price range: Rs. 5,00,000 onwards). The basic version supports

limited collection size and does not have networking features. The standard version

supports unlimited collection size and limited number of network users. The full

version supports unlimited collection size and unlimited users. Moreover, commercial

LMS developers also claim additional charges for customisation, onsite training,

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data conversion (from other DBMS), software updates (after warranty period) and

post warranty annual maintenance charges.

Self Check Exercise

6) Discuss the process of evaluation for LMSs.

Note: i) Write your answer in the space given below.

ii) Check your answer with the answers given at the end of the Unit.

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6.8 TRENDS AND FUTURE DIRECTIONS

The rapid developments of ICT have changed the libraries over the last few decades.

The library systems all over the world are going through a process of transformation to

address the effects and implications of technological change. In response to the needs of

the hour, library automation packages are gradually upgraded to satisfy diversified demands

of library authority, staff and users by incorporating various epoch-making features. Some

of these features are selected for discussion here on the basis of their importance and

utilities in library management.

Unicode: Unicode enables the input and display of different languages of the world in

their native scripts. Unicode compliant LMSs are able to dynamically change language at

any point without affecting other system users. For example, a librarian could catalogue a

record in English, and then change languages to enter record in Hindi, Bengali, Tamil,

Marathi, etc. Unicode is a character representation standard like ASCII. ASCII is one

byte (8 bits) code and can represent only 28 i.e., 256 characters, where as Unicode is two

byte code (16 bits) and can represent 216 i.e., around 65,000 characters. As a result

Unicode standard can represent all the scripts of the world including some obsolete scripts

like Bramhi and Kharosti. Unicode provides two encoding formats – UTF-16 (default)

and UTF-8 and the present standard (Unicode 4.0) can represent 50,000 characters. A

Fully functional multi-lingual system requires the Unicode support by operating system,

programming languages, application software like DBMS and word processors. Unicode

support for LMS is essential in a multilingual country like India.

Z39.50 Information Retrieval Protocol: The growth of shared cataloguing and

cooperative cataloguing initiatives allow capturing of bibliographic data from remote library

servers over the Internet. It reduces unit cost of cataloguing and saves a lot of time for

individual libraries. However, the major problem is of variation in software and hardware.

Library professionals have to learn the specific features of each system. The more the

electronic resources grow, the more will be the confusion on how to access information

from diverse databases. ANSI/NISO Z39.50 standard was developed to share the

bibliographical information electronically and to overcome the problems of database

searching with different search languages. Z39.50 is a session-oriented program-to-

program open communication protocol based on client-server computing model. LMS

incorporated with Z39.50 copy-cataloguing client (called origin in the standard) submits a

search request to any Z39.50 server (called target), which then processes the request

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and returns the result in desired standard. LMS will then place the captured record in the

catalogue editor for manipulation.

Web-centric Architecture: Web-centric LMSs allow web-based access for staff and

users and thereby ensures searching, browsing, data entry and system administration

from anywhere anytime against user authentication. In such a system, there is no

requirement to install client-side software in client computers. Any machine with standard

web browser may be used as client for accessing library database. This architecture

applies Common Gateway Interface (CGI) and Hypertext Transfer Protocol (HTTP) to

ensure platform-independent access to library services. It also helps to overcome space

and time barriers.

Integrated Access Interface: Integrated access interface refers to the ability of LMSs

to combine multitude of resources and media type in a single and seamless search

mechanism. Such interface should support hypermedia environment to include the following

facilities services:

� Library catalogue

� Collection acquired in digital form

� Collection digitized in-house

� E-journals and e-books

� Purchase a datasets on CD ROMs

� Subject gateways

� Other library’s OPAC

� Bulletin board, Listserv & discussion forum

� Information desk

� Community information

� Manuscripts and local history collection

FRBR-based Bibliographic Data Model: FRBR stands for Functional Requirements

for Bibliographic Records. It is a conceptual model, proposed and designed by IFLA

(International Federation for Library Associations and Institutions for the management

of bibliographic databases. The model uses entity-analysis techniques to identify entity,

attributes and relationships in the bibliographic universe. It also identifies the relevance of

each attribute and relationship to the generic tasks performed by users of bibliographic

data. Packages are incorporating FRBR model for the design of central catalogue database

(See Unit 6 under Block 2 of MLIS 03).

Interoperability and Crosswalk: Interoperability means the ability of multiple systems

(with different hardware and software platforms and data structure interface) to exchange

data with minimal loss of content functionality. A crosswalk is a mapping of the elements,

semantics and syntax from one metadata schema to those of another. It allows metadata

created by one community to be used by another group that employs a different metadata

standard. Interoperability and crosswalk ensure exchange of bibliographic data among

heterogeneous systems across the globe. LMSs are now supporting various standards

and protocols like Z39.50, OAI/PMH, METS (Metadata Encoding and Transmission

Standard) and MARC-XML to achieve interoperability.

RFID and Smart Card Based Inventory Control: Radio Frequency Identification

(RFID) is the technology that is slated to replace barcodes in library applications. The

RFID tags are placed in books and usually covered with the sticker. RFID reader and

antenna are often integrated into patron self-checkout machines or inventory readers.

The reader powers the antenna to generate RF field to decode information stored on the

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chip. Reader sends information to the central server, which in turn communicates with

the library automation software. LMSs are incorporating RFID technology for performing

self-issue and return, stock verification, theft detection, identification of misplaced books

and inventory counts. RFID compliant LMS increases staff productivity and ensures

foolproof security. Smart card technology is used in libraries to manage public access

resources. It makes the process user-friendly for librarians as well as for patrons. It

supports self-checkout, payment of fees and fines and use of public access resources

through using one smart card by patrons. The system also provides excellent privacy,

security options and personalisation of services for library users. RFID solution works

through four parts:

� RFID Tags ---- Flexible, paper-thin smart labels that are applied directly to library

documents RFID tag contains a tiny chip, which is both readable and writable and

can store information to identify items in library collection. In library applications, it

also stores a security bit and if needed, information to support sorting systems.

� Antenna ---- A conduit between RFID tags and the coupler. RFID antennas emit

radio waves that activate RFID tags as they pass through the activation field. After

a tag is activated, it can send information to or receive information from the coupler.

� Coupler ---- The link between RFID tags and the PC. The coupler can send information

in two directions: It can read information from a tag and send it to the PC (read

mode), or it can read information from the PC and send it to an RFID tag (write

mode).

� PC ---- The link between the coupler and the library automation system. Library

automation vendors have already developed software that runs on PC to provide an

interface between the RFID hardware and library automation system.

Fig. 6.2: RFID Components

Open Source Solutions: Open Source Software (OSS) is software for which the source

code is freely available. It means that anyone can access the source code and make

changes. Such facilities are not available with proprietary or closed source programs.

Some examples of open source software are ---- Linux operating system, Mozila web

browser, MySQL RDBMS, Apache web server and PERL. The open source movement

has its roots in the 1970s and is continuing to grow in popularity. A number of integrated

library automation packages are available as OSS for downloading and use in libraries all

over the world, such as KOHA, MyLibrary, Avantika, etc. Generally, these packages are

based on LAMP architecture i.e., Linux operating system, Apache web server MySQL

RDBMS and PERL/PHP as scripting language. Many libraries, faced with budgetary

crunches and the resultant lack of technological resources, have opted for open source

solutions. The advantages of using OSS for library management are:

� Open source systems, when licensed in the typical “general license” manner, cost

nothing (or next to nothing) to use - whether they have one or one thousand users.

Thus use of OSS offers substantial cost savings for library institutions.

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� Open source product support is not locked in to a single vendor. The community of

developers for a particular open source product tends to be a powerful support

structure because of the pride in ownership. Also, anyone can go into business to

provide support for software for which the very source code is freely available.

Thus, even if a library buys an open source system from one vendor, it might choose

to buy technical support from another company or to arrange for technical support

from a third-party at the time of purchase. On top of this flexibility, any library with

technical staff capable of understanding source code might find that its own staff

might provide better internal support because the staff could have a better

understanding of how the systems work

� The entire library community might share the responsibility of solving information

systems accessibility issues and OSS can be highly customized to meet individual

library needs

Self Check Exercise

7) What are the uses of RFID in automated libraries?

Note: i) Write your answer in the space given below.

ii) Check your answer with the answers given at the end of the Unit.

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6.9 SUMMARY

Automation helps to greatly improve the efficiency of the library operations and services

through the capabilities extended by ICT in general and LMSs in particular. The process

of library automation centres on the automation package or the library management

software. Modern packages are integrated in nature and offer all the facilities essential

for day-to-day library management. Automation packages available in India are basically

of three types – packages of foreign origin, foreign LHS packages on which applications

are developed, and packages developed in India. These packages are modular in structure

and most of them support all the housekeeping operations, OPAC, Web-OPAC, digital

media archiving, Z39.50 based copy cataloguing and modern data capture devices like

RFID, smart card, etc. The process of selection of LMS should be based on some well-

defined criteria because implementation of LMS is a big investment in terms of money,

time and manpower. The concept of computer-based solutions to the range of increasingly

difficult problems that libraries were experiencing became potentially attractive to library

professionals. ICT seemed to offer librarians the prospect of more efficient processing,

improved services to library users, saving money and facilitating resource sharing and

inter library cooperation.

6.10 ANSWERS TO SELF CHECK EXERCISES

1) The process of development of library automation packages is characterised by four

distinct phases or generations. Automation packages of different generations may

be compared against some well-defined criteria. The packages belonging to 3rd and

4th generation share many common features such as use of backend RDBMS, multi-

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vendor portability, support for import and export of data, graphical user interface and

support for unlimited number of documents and users. Apart from all these features,

a 4th generation LMS also facilitates multi-lingual support through Unicode, web

architecture, multimedia databases and platform-independent access.

2) Library housekeeping operations were highly labour intensive and basically routine

clerical chores performed slowly and expensively by human beings, until recently.

But automation of housekeeping operations is quite helpful for minimizing human

clerical routines and thereby making library staff more productive. LMS may be

viewed as an intelligent tool in this regard. A library automation package acts as an

integrated solution tool to perform related activities in housekeeping such as receiving

suggestions, ordering and acquisition, processing, circulation, serials control, ILL,

etc. Packages generally follow modular organization of related housekeeping tasks

and offer single window control panel for setting up parameters and creation of

master databases.

3) Digital media archiving supports storing and controlled indexing of locally digitized

resources available in different forms and formats. It allows easy and integrated

access to full text resources from client machines. The advantages of such a system

include – full text and field level searching OPAC integrated access remote submission

of digital documents personalized information environment; single interface for local

and global resources, and so on.

4) Library automation is a complex job and the following factors should be taken into

account before implementing automation of a library – objectives of the library,

analysis of the existing system, number of users & staff, number of books, bound

volumes of periodicals & other documents, number of currently subscribed journals,

circulation workload, available financial and human resources and future plan of

the library.

5) Library automation packages of Indian origin are quite matured now. These packages

cover all the essential library services along with various modern aspects of library

automation like Z39.50 copy cataloguing, interoperability & cross-walk, RFID support,

Unicode support etc. A comparative study of the features of two Indian namely

LMSs SOUL and LibSys, in terms of the essential enhanced and value added services

other relevant factors and features, reveals that both the packages cover all the core

services related to library management. In the area of enhanced services, LibSys

supports Z39.50 copy cataloguing, Unicode, RFID, Web-OPAC and web-centric

architecture. These facilities are not available with SOUL. The customer support of

LibSys is also better than SOUL but SOUL is available at affordable cost whereas

LibSys products are priced exorbitantly.

6) Selection of a library automation package is a complex task. The process of selection

should start with evaluation of packages against some well-defined checklists or

criteria. These criteria should include – vendor viability (to judge reputation, customer

base of the software and post installation services); availability services (to determine

coverage in terms of core services, enhanced services and value added services);

utility of the facilities under each module) availability of effective training and

documentation (manual) including to check availability of staff training, manuals and

online updates as bundled offer); Hardware and third party software requirements

(to know the configuration requirements for server and client machines, operating

system and RDBMS) and the throughput and operational response time of the

software).

7) RFID based circulation is meant for the self-issue and self-return facility in an

automated library. Apart from self-issue facility, it also supports stock verification,

theft detection, and identification of misplaced books and inventory counts.

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6.11 KEYWORDS

Authority Record : A collection of information about one name, uniform

title, or topical term heading. An authority record can

contain the established form of heading, see from

references, see also from references, and notes.

FRBR : A conceptual data model for bibliographic database

design and management. The model, proposed by IFLA

in 1998, is based on entity-analysis techniques.

Integrated Library : An automated library system in which data entered in

System: one module by other modules can be to eliminate data

redundancy.

ISO-2709 : An international standard for bibliographic information

interchange on magnetic tape, developed in 1981. Most

of the content designator schemes are based on this

standard.

Master Database : A main file of information that acts as the core database.

Entries made once in the master file are available for

data entry work in related files.

Module : Functions specific to a particular system capability such

as the online public access catalog, cataloging,

acquisition, serial control, circulation, etc.

Open Source Software : Open source software is typically created and

maintained by developers crossing institutional and

national boundaries, collaborating by using internet-

based communications and development tools. The

products are usually free or sometimes through a license

(GPL).

RFID : RFID stands for Radio Frequency IDentification. RFID

system comprises three components: a tag, a reader

and an antenna. The tag is paper-thin chip, which stores

vital bibliographic data. Reader decodes the information

contained in the chip and sends to the server through

antenna. This technology is now used extensively by

LMSs for patron self-checking function.

Tag 856 : A field in UNIMARC and MARC 21 bibliographic

format to accommodate electronic location and access

related to a bibliographical item. The field is optional

and repeatable.

Third party Software : These are products manufactured or developed by a

corporate entity independent from vendor and provided

by vendor on a non-exclusive licensing or other

distribution agreement with the third party

manufacturer.

Unicode : Unicode is a two byte oriented code that can represent

a total of 216 characters i,e, 65,536 characters. This

standard is designed by Unicode Consortium and offers

an ideal solution to deal with multilingual processing

work.

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6.12 REFERENCES AND FURTHER READING

Chowdhury, G. G. (2001). Digital Libraries and Reference Services: Present and Future.

Journal of Documentation. 58(3), 258-283.

Fisher, S. and Rowley, J. (1994). Management Information and Library Management

Systems: An Overview. The Electronic Library. 12(2), 149-117.

Haseltine, R. (1994). New Perspectives on Library Management System. Program 28(2),

53-61.

IFLA. (2004). IFLA Digital Reference Guidelines. Available at: www.ifla.org (Accessed

on 06.05.04).

Levitan, K. B. (1982). Information Resources as ‘Goods’ in the Life Cycle of Information

Production. JASIS. 33(1), 44-54.

Mishra, R.K. (1999). Library Software Selection: An Analysis. IASLIC Bulletin. 44(3),

125-132.

Mukhopadhyay, P.S. (2001) The Progress of Library Management Software: An Indian

Scenario. Vidyasagar University Journal of Library Science. 6, 51-69.

Murray, I.R. (1997). Assessing the Effect of New Generation Library Management

Systems. Program. 31(4), 313-327.

Reynold, D. (1985). Library Automation: Issues and Applications. London: Bowker.

Rowley, J. (1998). The Electronic Library. London: Library Association Publishing.

P. 313-320.

Tedd, L. A. (1987). Introduction to Computer Based Library Systems. London: Heyde.

U.S. National Commission on Libraries and Information Science Home Page. Available

at : http://www.nclis.gov. (accessed on 22.02.04).

Yates, R. (1996). Library Automation: The Way Forward? Program. 30(3), 239-53.

http://www.libraryhq.com/ (accessed on 02.03.04).

http://www.ala.org/ (accessed on 09.12.03).

http://www.koha.org (accessed on 12.02.04).

http://www.biblio-tech.com (accessed on 22.12.03).

http://www.oss4lib.org (accessed on 12.04.04).

http://www.ilsr.com/ (accessed on 22.11.03).

http://www.infolibrarian.com (accessed on 02.03.04).

http://www.librarytechnology.org (accessed on 03.03.04).